Executive Assistant - Internal

THE TORRES MARTINEZ DESERT CAHUILLA INDIANS

JOB DESCRIPTION

For Posting Purposes Only

• Relieves the supervisor of a variety of secretarial and administrative details
• Plans, coordinates, and organizes office and department activities
• Maintains the flow of communications for the supervisor which requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts
• Requires knowledge of the Tribe's Administration and assigned department's policies and procedures
• Provides wide range of complex office administration and support to the highest-ranking managers
• Develops, implements, and administers departmental office systems and procedures
• Monitors budget including tracking expenditures and providing reports. Prepares spreadsheets for budgets, grants, or contracts, including tracking and maintaining expenditures and reconciling accounts; uses budget tool. Prepares financial reports using on-line financial systems, or oversees and directs the work of an associate preparing the reports.
• Reviews, assesses, routes, answers, and monitors follow up action steps on correspondence. Gathers and analyzes information required for administrative reporting
• Provides wide ranges of support including: keyboarding, composing and editing letters, memoranda, reports, lecture/course materials, presentations, cases
• Prepares reports
• Serves as principal contact and source of information for customers of the department, including staff, clients, Tribe and external customers
• Manages complex calendars, arranges for meetings, appointments and travel arrangements
• Coordinates events, including meetings
• Purchases and maintains inventory of supplies for office
• Performs library/research work and summarizes findings
Creates and maintains filing system(s)

• Attend meetings
• Attend mandatory trainings
• Travel as required to perform duties
Perform related duties as assigned

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.

• Program mission, objectives, policies, programs, and procedures of the assigned department
• Excellent time management skills
• Proficiency in computer skills
Recordkeeping management policy

• Apply cultural sensitivity to cultural relevant programming
• Multitask and prioritize tasks
• Provide attention to detail
• Apply great verbal and written communication skills
• Work with minimal supervision on assigned duties
Be punctual and good attendance

CERTIFICATES, LICENSES, AND REGISTRATIONS: To perform and to continue to be qualified for this position, the requirements listed below must be met at a time of hire or may be obtained within a specific amount of time depending on the position requirements. Costs for required certifications, licenses, and registration are to be covered by employee, unless offered by the Tribe.

• Prior to hiring and throughout employment must possess a valid California Class C Driver’s License and maintain insurability under the Tribe’s vehicle insurance policy
• Prior to hiring and throughout employment must maintain regular contact with or control over Indian children and is therefore subject to the background investigative process to comply with P.L.101-630
May require throughout employment to maintain a Mandated Reporting Certificate of Training

• Hearing and speaking to exchange information and make presentations
• Dexterity of hands and fingers to operate a computer keyboard
• Seeing to read a variety of materials
• Sitting walking and standing for extended periods of time
Bending at the waist, kneeling, and crouching to file materials

• Driving a vehicle
• Indoor office environment
• Outdoor activity
Dealing with difficult people